# Invoice email template: how to email an invoice

> Copy an invoice email template for sending, reminding and chasing, plus what to attach and what the German e-invoice rules mean for PDFs.

Canonical: https://www.invoqk.com/blog/invoice-email-template-how-to-email-an-invoice
Last updated: 2026-10-31

## Key takeaways

- A good invoice email carries the invoice number, amount and due date in the subject and first lines, with the invoice attached as a PDF.
- Germany has required businesses to be able to receive structured e-invoices since January 1, 2025, and PDF invoices are only tolerated during a transition period, per the IHK.
- UK business-to-business late payment interest is the Bank of England base rate plus 8 percentage points, according to the [GOV.UK interest guidance](https://www.gov.uk/late-commercial-payments-interest-debt-recovery/charging-interest-commercial-debt), and adding it requires a new invoice.

An **invoice email** is the message that delivers an invoice to a client and tells them what to pay, how and by when. To email an invoice, attach the invoice as a PDF, put the invoice number in the subject line, and state the amount and due date in the first two lines of the body.

This guide gives copy-paste wording for the first email, a reminder and a final notice. It also explains when a PDF is no longer enough for German business clients.

## How do you send an invoice by email?

To send an invoice by email, follow five steps.

1. Finish the invoice with its number, date, line items, tax and payment details.
2. Save the invoice as a PDF named with the invoice number, such as `Invoice-2026-014.pdf`.
3. Write a subject line with the invoice number, your name and the amount.
4. Paste the email body from the template below, with the due date in the first two lines.
5. Send it to the person who approves payment, not only to your day-to-day contact.

The [GOV.UK invoice guidance](https://www.gov.uk/invoicing-and-taking-payment-from-customers/invoices-what-they-must-include) lists what the invoice itself must show, including a unique identification number, the date and the amount owed. The email only delivers it. Check the invoice first, then write the message.

## Invoice email template for the first send

Use this wording for the first email. It works for most services, from design to bookkeeping.

**Subject:** Invoice 2026-014 from Mara Lindqvist: €1,428.00 due November 13, 2026

> Hello Jonas,
>
> Please find attached invoice 2026-014 for €1,428.00, covering the October brand design work.
>
> Payment is due by November 13, 2026. Bank details and the reference to use are on the invoice.
>
> If you need a purchase order number added, reply to this email and I will send a corrected copy the same day.
>
> Thank you,
> Mara Lindqvist

The subject line does the heavy lifting. A client's accounts team searches the inbox for an invoice number or an amount, so both go there. The due date is stated as a date, not as "net 14", because a date cannot be misread.

## Invoice email sample for a massage therapist

A **recurring service invoice** is an invoice for a service sold in repeat sessions, such as massage, tutoring or cleaning. The email can be shorter, because the client already knows the work.

**Subject:** Invoice 0087: October sessions, £240.00 due October 31, 2026

> Hi Priya,
>
> Attached is invoice 0087 for four 60-minute sessions in October, £60.00 each, £240.00 in total.
>
> Please pay by bank transfer by October 31, 2026, using 0087 as the reference.
>
> See you next week,
> Tom

Private clients rarely have an accounts team. A short message with a clear reference is the most likely to be paid on time.

## What should a payment reminder email say?

A **payment reminder** is a polite follow-up sent when an invoice passes its due date. Send it within a few days of the due date, and keep it factual.

**Subject:** Reminder: invoice 2026-014, €1,428.00, was due November 13, 2026

> Hello Jonas,
>
> Invoice 2026-014 for €1,428.00 was due on November 13, 2026, and I cannot see the payment yet.
>
> A copy is attached. If you have already paid, please ignore this note and send me the transfer date.
>
> Please let me know when I can expect the payment.
>
> Thank you,
> Mara

This wording does three things. It names the invoice, states the date it fell due, and gives the client an easy way to reply. It makes no accusation, so the client can answer without losing face.

## What should a final notice before interest say?

A **final notice** is the last email before you add interest or start formal debt recovery. State the amount, the new deadline and what happens next.

For UK business-to-business debts, GOV.UK says the statutory rate is the Bank of England base rate plus 8%, per its [late payment interest page](https://www.gov.uk/late-commercial-payments-interest-debt-recovery/charging-interest-commercial-debt). GOV.UK also says you cannot charge statutory interest if the contract sets a different rate, and that you must send a new invoice to add interest to the debt.

> Hello Jonas,
>
> Invoice 2026-014 for €1,428.00 is now overdue. Please pay in full by November 27, 2026.
>
> After that date I will add statutory late-payment interest, where it applies to this contract, and issue a separate invoice for it.
>
> A copy of the original invoice is attached.
>
> Regards,
> Mara

Check the contract before you promise interest. A contract rate replaces the statutory rate, and the right to interest depends on the country and the client. A German or US client follows different rules, so confirm the position for each country before you quote a figure.

## Is a PDF invoice by email still valid for German clients?

A **structured e-invoice** is an invoice in a machine-readable format that follows the European standard EN 16931, such as XRechnung or ZUGFeRD. A plain PDF is not a structured e-invoice. German VAT law, [section 14 UStG](https://www.gesetze-im-internet.de/ustg_1980/__14.html), also requires the invoice to be issued within six months of the supply.

The IHK Gera [transition summary](https://www.ihk.de/gera/recht-und-steuern/fokus-erechnung/uebergangsregelung-6246184) gives the German dates:

| Period | What the transition rule allows |
|---|---|
| Until December 31, 2026 | Paper invoices and PDF invoices, if the recipient agrees |
| Until December 31, 2027 | Paper or PDF for businesses whose prior-year turnover was €800,000 or less |
| From January 1, 2028 | Structured e-invoices for all business-to-business invoices |

The same summary says every business must be able to receive an e-invoice, and that a PDF does not qualify as one. A business in Germany that bills other businesses should plan to send XRechnung or ZUGFeRD before the dates above. Whether an invoice falls under the rule depends on the transaction, so check the position with a tax adviser if you are unsure.

A structured e-invoice is still sent by email, so the subject line and body in this guide apply unchanged. Only the attachment changes.

## What mistakes make an invoice email get ignored?

- **A vague subject.** "Invoice" tells the accounts team nothing. Add the number, amount and due date.
- **The wrong recipient.** The person you work with may not approve payments. Ask who does.
- **A missing payment reference.** Without one, the bank transfer is hard to match.
- **A relative due date.** "Net 14" depends on the date the client reads the email. State the date.
- **A password-protected or oversized attachment.** Many mail systems block them. Send a plain PDF.

The post [What is a sales invoice? Required fields and a worked example](/blog/what-is-a-sales-invoice-required-fields-and-a-worked-example) lists what the attached invoice must contain, and [Contractor invoice template: what to include, with examples](/blog/contractor-invoice-template-what-to-include-with-examples) shows a filled-in version.

If the client asked for a price before the work started, [Quote template: what to include, with a free example](/blog/quote-template-what-to-include-with-a-free-example) covers that earlier email.

Invoqk's free invoice generator builds the PDF and emails it to your client in one step, with the invoice number already in the subject line.

## FAQ

### How do I send an invoice by email?

Save the invoice as a PDF, attach it, and put the invoice number, amount and due date in the subject line. State the amount and the due date again in the first two lines of the body. Send it to the person who approves payments.

### What should an invoice email say?

An invoice email should state the invoice number, the amount, the due date and the payment method. Keep it to four or five short lines. Add a purchase order number if the client asked for one, and say whom to contact with questions.

### What do I write in the subject line of an invoice email?

Write the invoice number, your name or business name, and the amount, for example "Invoice 2026-014 from Mara Lindqvist: €1,428.00 due November 13, 2026". Accounts teams search by number and amount, so both belong in the subject.

### Can I email a PDF invoice to a German business?

For now, yes, if the recipient agrees. The IHK says PDF invoices are allowed until December 31, 2026, and until December 31, 2027 for businesses with prior-year turnover of €800,000 or less. After that, structured e-invoices are required.

### How do I chase an overdue invoice by email?

Send a short reminder within a few days of the due date. Name the invoice, give the date it fell due, attach a copy and ask when payment will arrive. Move to a final notice with a new deadline if the reminder is ignored.

## Related

- [Free invoice template guides: compliance & getting paid](https://www.invoqk.com/blog)
- [Invoqk home](https://www.invoqk.com)